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Funding

BGSA Funding Instructions

Types of funding available:

  1. Merit funding:  this funding comes from the BGSA Merit Funding pool.  Funded events must be of interest and open to all BGS students.  To request funding, submit a brief description of the event and budget to the Treasurer, and attend the next BGSA meeting to present your request to the General Assembly for a vote.
  2. Discretionary funding:  this funding comes from money allocated by BGSA to each graduate group, based on population.  Funded events are specific to a particular graduate group or organization. To request funding, submit a brief description of the event and budget to the Treasurer and your program representative(s) for approval.

Ways to receive your funding:

  1. Use an Approved vendor and pay with a purchase order (PO).
    • Submit the BGSA Funding Request Form and the Statement of Business Form to the Treasurer.
    • Call the Approved vendor (link below) and tell them you are with UPenn and would like to place an order, paid for by PO.
    • Place your order, receive an invoice number, and record the total amount of the order (remind the vendor that UPenn is tax exempt).
    • Email the Treasurer your invoice number and order total.
    • Retain any receipts or documentation given to you by the vendor upon pick-up or delivery and submit these to the Treasurer (this is not necessary for Finance, but it is preferable to save these documents).
  2. Use an Approved or Non-approved vendor, pay out of pocket, and get reimbursed.
    • Submit the BGSA Funding Request Form and the Statement of Business to the Treasurer.
    • Call the vendor, place your order, and provide payment information.
    • Upon pick-up or delivery, make sure to receive and retain an itemized receipt that indicates how you paid for the order. 
    • Document attendance at your event via sign-in sheet.
    • Submit the itemized receipt, indication of payment, and attendance sheet to the Treasurer.
    • Fill out (with the Treasurer’s assistance), the University C1/C1A Form (link below) to get reimbursed, and submit this to the Treasurer.
    • You will not be reimbursed for taxes, per University policy, and reimbursement may take up to 6 weeks.

BGSA Funding Policy
Funding Request Form
Statement of Business Form
New C1 form
University Alcohol Policy
Accessing Funds for Approved Requests
BGSA Merit and Discretionary Funding Policy
Reimbursement Form

Approved Vendors:
Caterers
Supplies